REQUEST FOR PROPOSAL to provide ON-CALL ENVIRONMENTAL CONSULTING SERVICES for the RIVERSIDE COUNTY TRANSPORTATION DEPARTMENT Table of Contents I. Events Calendar. 1 II. Introduction.. 2 III. Inquires. 2 IV. Submissions. 3 V. General Information 4 VI. Scope of Work. 7 Attachments Draft Environmental Services Contract Appendix A- Scope of Services Appendix B- Schedule of Services Appendix C- Budget Appendix D- Billing Rates Consultant Evaluation Rating Forms to be used by the Evaluation Committee Note: All documents listed above are available on the County of Riverside Transportation Department s website at the following address: http://rctlma.org/trans/oncallenvironmentalconsultingservices I. EVENTS CALENDAR Distribution of RFP.April 11, 2016 Last date for Inquiry Submission...April 22, 2016 Latest date for an Addendum (if any). April 28, 2016 Closing Date for RFP...May 5, 2016 Notification of Short List Selection TBD Interviews...TBD Notification of Final Selection TBD On-Call Environmental Services RFP Page: 1
II. INTRODUCTION The Riverside County Transportation Department (COUNTY) is seeking proposals from qualified consulting professionals (CONSULTANT) to provide Oncall Environmental Services for transportation related projects and/or operations throughout Riverside County. The selected firms will assist the COUNTY with overall environmental projects including but not limited to: preparation of environmental studies and documents to comply with the California Environmental Quality Act (CEQA), the National Environmental Policy Act (NEPA) and the National Pollutant Discharge Elimination System (NPDES). Some work will require coordination with the California Department of Transportation (Caltrans), and may include compliance with Federal Highway Administration (FHWA) requirements. All work will be prepared in accordance with COUNTY and/or Caltrans practices, regulations, policies, procedures, manuals, and standards, as appropriate. The COUNTY is seeking to award On-call Environmental Consultant contract(s) to full service firms that can provide as many of the services listed in section VI. Scope of Work as possible. Proposals covering a single area of expertise will ONLY be accepted for Cultural Studies. The COUNTY may elect to have the individual work assignments performed by CONSULTANT at COUNTY Facilities or at the office of the selected CONSULTANT. Work performed at the COUNTY may be as an extension of staff to the Transportation Department or other departments within the Transportation Land Management Agency. Work performed will be provided on a time and material basis with assignments and direction provided by COUNTY staff. Work performed at the CONSULTANT s office may be performed on a time and materials basis or may be performed under a defined budget negotiated between COUNTY and CONSULTANT. III. INQUIRES All inquiries and responses to the Request for Proposals (RFP) should be submitted to: Riverside County Transportation Department Russell Williams, Environmental Division Manager c/o Frances Segovia 3525 14 th Street Riverside, CA 92501 On-Call Environmental Services RFP Page: 2
Prospective consulting firms are encouraged to promptly notify the COUNTY of any apparent inconsistencies, problems, ambiguities in the RFP. Consultants may only submit questions via e-mail to Frances Segovia, Senior Transportation Planner, at fsegovia@rctlma.org no later than the date identified in the event calendar of this RFP. All inquiries shall be made only through this email address; telephone calls will not be accepted. If deemed necessary, the COUNTY may call for a pre-proposal meeting to discuss issues raised. All notices, clarifications, and addenda to this RFP will be posted on the COUNTY webpage http://rctlma.org/trans/oncallenvironmentalconsultingservices. Please monitor the website for all information regarding this RFP. The COUNTY will not be sending individual notifications of changes or updates. It is the sole responsibility of the prospective consultants to remain appraised of changes to the RFP. IV. SUBMISSIONS Proposals must not be more than 20 single sided pages in length including the cover letter (not counting the front and back covers of the proposal and the dividers that contain no information) and shall include: 1. A cover letter, signed by an authorized representative of the prospective consulting firm, shall include the name, address, telephone number, e-mail address for future contact. 2. Name of the Environmental Project Manager who will be overseeing the oncall work. 3. List of key personnel to be assigned to these services and a resume of qualifications for each, including sub-consultants to be used. An organizational chart shall be provided, including every person whose resume is submitted, and shall clearly show the function which each person will be expected to fulfill. 4. List recently performed (dates required) relevant projects that clearly and accurately demonstrate the past performances and the abilities of the proposed team. Include a key client contact person with their current phone number and email address. 5. A project flowchart depicting key task activities and sequences for a typical project development process for a COUNTY project. This flowchart is the only item that can be presented on an 11 x17 sheet. 6. The proposal shall be prepared in a spiral bound, 8.5 x11 booklet format, using 11point Arial font with single spacing. 7. Five (5) copies of the proposals as well as a CD containing an electronic copy in PDF format shall be submitted for review by the selection committee. 8. The proposal must arrive at the County of Riverside Transportation Annex building located at 3525 14 th Street, Riverside, CA 92501 before 4:00 p.m. On-Call Environmental Services RFP Page: 3
on the closing date listed to be considered for this selection process. Proposals should be sent by registered mail, certified mail, overnight courier, or by hand delivery. Incomplete submittals and/or submittals received after the deadline will be rejected without review. CONSULTANTs are encouraged to promptly notify the COUNTY in writing, of any apparent major inconsistencies, problems or ambiguities in the Scope of Services. If deemed necessary, the COUNTY shall call for a meeting to discuss the issues raised by any one firm. NOTE: The shortlisted firms are required to submit a sealed cost proposal at the time of the interview. The cost proposal shall consist of a listing of proposed billing rates for various proposed job classifications and the analytical methodology used to develop the proposed billing rates. Selection Process V. GENERAL INFORMATION CONSULTANTs interested in being considered must submit proposals in compliance with this RFP. Based on the evaluation of submitted proposals, a short list of the top ranked/qualified CONSULTANTs will be established. It is anticipated that evaluations will be conducted by representatives from the Riverside County Transportation Department and other agencies. The top ranked/qualified consultants will be requested to interview. Upon completion of evaluation of the interviews, two or more firms will be selected and negotiations will be initiated. The content of the RFP and successful CONSULTANT s proposal will become an integral part of the contract. If for any reason a contract cannot be negotiated, the next ranked CONSULTANT will be selected from the ranking list. It is the intent of the COUNTY to select and contract with two or more firms for these services. The contract with each consultant will provide a defined yearly budget to be drawn against as services are requested and performed. It is anticipated that the term of each contract will be for three (3) years with a COUNTY option for two (2), one year extensions. The COUNTY will assign work to any of the consultant as is deemed necessary and appropriate by the COUNTY. The COUNTY reserves the right to contract with additional consultants. Selection Criteria Attention is directed to the Consultant Evaluation Rating Form to be used for this selection process. Proposals failing to demonstrate credible firm and key staff experience with Caltrans District 8, FHWA and relevant regulatory agencies shall be given no consideration. On-Call Environmental Services RFP Page: 4
CONSULTANTs will be evaluated based on their area of expertise in the categories identified within section VI. Scope of Work. The basis for selection of prospective CONSULTANTs shall include experience and availability of the Environmental Project Manager and other key personnel to be assigned; understanding of work to be performed and proposed project approach; demonstrated competence in the technical services to be provided and familiarity with Caltrans Local Assistance procedures; demonstrated competence in successful management and completion of environmentally sensitive projects involving Caltrans District 8, FHWA and relevant regulatory agencies within the past 5 years. A copy of the Consultant Evaluation Rating Form that will be used for the written proposal and interview is attached for your information. The selected CONSULTANTS should note that individual environmental projects may still be contracted out through a separate request for proposal process if deemed to be in the best interest of the COUNTY. Distribution of RFP & Amendments This RFP is posted on the COUNTY s Transportation Department website only at the following address: http://rctlma.org/trans/oncallenvironmentalconsultingservices Consultants wishing to propose in response to this RFP must obtain this document from the COUNTY website. Due to the fact that anyone can download the RFP and the COUNTY has no method for tracking the distribution of this RFP, the COUNTY is requesting that prospective consultants email their contact information to Frances Segovia, Senior Transportation Planner at fsegovia@rctlma.org. Consultants planning to submit a proposal in response to this RFP are required to carefully review the attached Draft Environmental Services Contract (Contract) to understand all the terms and conditions. The terms and conditions of the Contract shall not be altered. Any inquiries for clarification of any provisions shall be submitted to Frances Segovia via email, no later than the close of business on 4/22/16. COUNTY shall post the responses to the inquiries within one week of the said date on its website. Consultants submitting a proposal shall be considered in agreement with the terms and conditions of the Contract and COUNTY shall only engage in negotiations with the selected consultants with respect to the scope and fee. The COUNTY will post any addendums to the RFP on the above referenced website. The COUNTY will also post any addendums prior to the Latest date for an Addendum identified in section I. EVENTS CALENDAR. Consultants planning to submit a proposal are required to refer to the website after the deadline for addendums to verify they have received all addendums issued for this RFP. On-Call Environmental Services RFP Page: 5
Federal Funding Requirements/DBE Policy Contract awards on COUNTY projects that are funded using Federal and State funds must comply with FHWA and Caltrans requirements. Projects may be funded in part by the FHWA and subject to the requirements of that funding agency. The Consultants attention is directed to the requirements included in the attached Exhibit 10-I: Notice to Proposers DBE Information of the Caltrans Local Assistance Procedures Manual (LAPM), Chapter 10- Consultant Selection. These requirements shall be considered as included in the professional services contract to be executed between the COUNTY and the Consultant. The Consultant shall comply with all requirements of Federal law and State procedures with respect to the Disadvantaged Business Enterprise Program, as specified herein and as directed by the COUNTY. The following exhibits of Caltrans LAPM shall be completed and submitted if and as required, and shall be considered as part of the executed contract between the COUNTY and the successful Consultant. It is the responsibility of the consultants to use the current version of the exhibits at the time of proposal submittal and the sealed cost proposal submittal. As a minimum, the following exhibits are required: Proposal Package: Exhibit 10-O1 Consultant Proposal DBE Commitment Exhibit 10-O2 Consultant Contract DBE Information Exhibit 15-H DBE Information - Good Faith Efforts NOTE: The exhibits requested for inclusion in the proposal package do not count towards the 20 pages of the proposal noted in section IV. Submissions. These exhibits should be included as an appendix to the proposal. Cost Proposal: Exhibit 10-F Certification of Consultant, Commissions and Fees Exhibit 10-K Consultant Certification of Costs and Financial Management System Exhibit 10-P Non-Lobbying Certification for Federal-Aid Contracts Exhibit 10-Q Disclosure of Lobbying Activities The consultant shall provide all required documents listed in the Exhibit 10-A A&E Consultant Audit Request Letter and Checklist for a Pre-award Audit. The agreements between the prime consultant and the sub-consultants will follow Exhibit 10-J Standard Contract Provisions for Sub-consultant/DBE Participation. Following the completion of the environmental services, the Exhibit 17-F Final On-Call Environmental Services RFP Page: 6
Report-Utilization of Disadvantaged Business Enterprises (DBE) First Tier Subcontractors shall be completed by the consultant and submitted to the COUNTY. County Minority/Women/Disabled Veterans Business Enterprise Policy Riverside County s M/W/DVBE Contract Participation Program affirms the utilization and participation of qualified minority, women, and disabled veteran firms in its contracting and procurement activities. The COUNTY encourages general and prime contractors to afford competitive subcontracting opportunities to minority, women, and disabled veteran firms, where possible, in their contracting and procurement activities. Work Performed by County Personnel COUNTY reserves the right to perform any portion of this scope of work with COUNTY forces, if resources are available. For the purpose of this proposal, the Consultant is required to assume that no COUNTY staff will be available to perform any portion of the scope of work described in this RFP. Americans with Disabilities Act (ADA) Note In accordance with the Americans with Disability Act (ADA), this document is available in alternate formats upon request. Acceptance or Rejection of Proposals The COUNTY reserves the right to evaluate proposals and award or reject contracts, in whole or in part, as it deems in its best interest. VI. SCOPE OF WORK The scope of work for this RFP is to provide environmental services to the COUNTY for transportation related projects and/or operations throughout Riverside County. The focus of the contract(s) will be on firms that can provide as many of the services listed below as possible, full service firms. Proposals covering a single area of expertise will ONLY be accepted for item c. Cultural. a. General Environmental i. Preparation of CEQA/NEPA documents including Categorical Exemptions/Exclusions; Initial Study/Environmental Assessments; Preliminary Environmental Assessments and Studies, Addendums, Revalidations, Environmental Impact Reports, Environmental Impact Statements, and combinations of above b. Biological i. General Biological including habitat assessments On-Call Environmental Services RFP Page: 7
ii. Focused Surveys iii. MSHCP Surveys and Compliance iv. Wetlands and Jurisdictional Waters Delineations v. Natural Environmental Studies vi. Biological Assessments/ State and Federal Endangered Species Act Compliance vii. Mitigation Plans 1. Preparation of Habitat Mitigation and Monitoring Plan 2. Mitigation site development meeting regulatory permitting agency requirements. viii. Agency Coordination ix. Construction Monitoring and Reporting x. Emergency Project Documentation and Reporting c. Cultural (CEQA and/or NEPA/NHPA) i. Archeological (including construction monitoring) ii. Paleontological (including construction monitoring) iii. Historical Resources d. Waters/Streambed Permitting (401/404, 1600, etc.) e. Air Quality Analysis (including GHG Emissions and Climate Change Analysis) f. Noise Studies g. Community Impact Assessments/Socio-Economic h. Flood Plain Risk Assessment i. Farm Land Conversion j. Traffic Assessments k. Section 4F Evaluation l. Visual Impact Analysis m. Hazardous Materials/Initial Site Assessments n. Phase II Hazardous Materials Testing o. NPDES Compliance/WQMP Preparation i. Guidance on, Preparation or Review of NPDES Reporting related to the Construction or Industrial General Permits, any or all of the County s three MS4 Permits, or other NPDES Permits as required. ii. Assistance with inspections, annual compliance review and written assessments of Transportation Department Facilities and/or Operations. iii. Preparation of Transportation Department Project Specific WQMPs, SWPPPs, Staff Education and Training Materials, and other NPDES documentation as may be required. iv. Assistance with Permit interpretation for Transportation Department Projects, Highway Maintenance and Operations. v. Assistance with NPDES training, technical and other regulatory assistance as needed, drafting water quality specifications, creating procedures, or other assistance as required. p. Reclamation Plans for Mining Operations On-Call Environmental Services RFP Page: 8
q. Landscaping/Revegetation/Habitat Restoration r. Energy Studies s. Project Management including, but not limited to, acting as in house environmental task manager. t. Extension of Staff- including, but not limited to, acting as in house support staff to County Departments. u. Public Outreach- including, but not limited to, developing project informational exhibits for public s awareness of County projects, organizing special events (public meetings, hearings, groundbreaking), and conducting outreach to project stakeholder. v. GIS Mapping On-Call Environmental Services RFP Page: 9